Draft Order Synchronization: General Information

Draft orders in Shopify let you apply custom discounts, special shipping rates, and flexible invoice options—making them perfect for custom requests or complex sales scenarios. You can sync draft orders placed in the Shopify store to MYOB Acumatica for further processing.

Learning Objectives

In this chapter, you will learn how to do the following:

  • Configure the synchronization of draft orders between MYOB Acumatica and the Shopify store
  • Work with draft orders imported as sales quotes in MYOB Acumatica
  • Finalize a sales quote by converting it to a sales order and completing the quote in the process

Applicable Scenarios

You set up the synchronization of draft orders if you want to keep your quote data accurate across platforms and track draft orders within MYOB Acumatica.

Configuring the Synchronization

To set up the synchronization of Shopify draft orders as sales quotes, you update the store's settings on the Shopify Stores (BC201010) form:

  1. On the Entities tab, activate the Sales Quote entity.
  2. On the same tab, select the sync direction for the Sales Quote entity that fits your workflow:
    • Import: Create and maintain draft orders in Shopify and import them as sales quotes to MYOB Acumatica
    • Export: Create and maintain sales quotes in MYOB Acumatica and export them to Shopify as draft orders
    • Bidirectional: Synchronize sales quotes in both directions to keep data consistent across both systems
  3. In the Sales Quote Orders section on the Orders tab, specify the following settings:
    • Quote Order Type for Import: The order type to be used to create sales quotes when draft orders are imported from Shopify. You can select an order type that has the Quote automation behavior and the Issue operation specified on the Template tab of the Order Types (SO201000) form.
    • Quote Order Type for Export. The order types to be used to export sales quotes created in MYOB Acumatica as draft orders to Shopify. You can select multiple order types that have the Quote automation behavior and the Issue operation specified.
      Tip: Even if no order type for export is specified, the system can still export sales quotes of the type defined for import.
    • Earliest Quote Order Date: The earliest date for sales quotes to be synced. The system will import draft orders from Shopify or export sales quotes from MYOB Acumatica that were created on or after this date.

Importing Sales Quotes

To import draft orders from Shopify, prepare and process the data for the Sales Quote entity by using the Prepare Data (BC501000) and Process Data (BC501500) forms. The system imports draft orders that:

  • Are not yet completed
  • Were created on or after the date specified in the Earliest Quote Order Date box on the Orders tab of the Shopify Stores (BC201010) form

For each imported draft order, the system creates a sales quote on the Sales Orders (SO301000) form. It has the type specified in the Quote Order Type for Import box on the Orders tab of the Shopify Stores form.

Exporting Sales Quotes

To export sales quotes to Shopify, prepare and process the data for the Sales Quote entity by using the Prepare Data (BC501000) and Process Data (BC501500) forms. The system exports sales quotes that:

  • Have the order type specified for quote export (or import) in the store's settings.
  • Aren't completed, canceled, or on hold
  • Were created on or after the earliest quote order date specified in the store's settings.

For each exported sales quote, the system creates a draft order in the Shopify store. The connector doesn't synchronize canceled or completed sales quotes. When synchronizing a quote that was already exported and then completed or canceled, the connector assigns the Canceled or Completed tag to the corresponding draft order in Shopify.

Working with Imported Sales Quotes

You can edit an imported sales quote on the Sales Orders (SO301000) form and continue updating the corresponding draft order in the Shopify store. Changes made in both systems can be synchronized if bidirectional synchronization is used.
Important: If you aren't using bidirectional synchronization, we recommend updating sales quotes only in the primary system—Shopify for import and MYOB Acumatica for export.

To finalize a sales quote—that is, to convert it to a sales order and complete the quote in the process—you choose one of the following two workflows.

Finalizing Sales Quotes in MYOB Acumatica

To finalize a sales quote in MYOB Acumatica, you do the following:

  1. Create a sales order by copying the sales quote on the Sales Orders (SO301000) form.

    By default, the new sales order is assigned the type specified in the Order Types for Export box on the Orders tab of the Shopify Stores (BC201010) form. When you create the sales order, the sales quote is assigned the Completed status in MYOB Acumatica.

  2. Sync the sales quote in MYOB Acumatica.

    The draft order in Shopify remains open but is marked with the Completed tag. You can filter these orders by tag. Also, you can manually delete the order from Shopify, if necessary. When you delete the order, the sync record in MYOB Acumatica is assigned the Deleted status and excluded from future syncs.

  3. Export the created sales order to the Shopify store.

Finalizing Sales Quotes in Shopify

To finalize a sales quote in Shopify, you do the following:

  1. Create an order directly from the draft order in your Shopify store, which causes the draft order to get the Completed status there.
  2. Sync the sales quote in MYOB Acumatica.

    The sales quote remains open, but a notification appears below the title bar on the Sales Orders (SO301000) form, indicating that the draft order has been completed.

    You'll no longer be able to copy this sales quote in MYOB Acumatica to create a sales order.